As an institution of higher education in the state of Illinois, the university adheres
to "The State Records Act," (Sec. 1, 43,4 -State Records Act). The overall objective
of the Records Management Program is to provide for effective scheduling, retention,
retrieval, disposition and safekeeping of all records from creation to final disposal.
The Graduate School, as the official repository of graduate student records, holds
records that do not fit the criteria for transferring to the University Archives.
These records must be kept for a certain period of time, even after they are past
their active status. These records are sensitive in nature and require a controlled,
secure storage area. Examples of these records include official transcripts, admission
applications, letters of recommendation for domestic students. Official information
or student records for international students are housed and maintained by the Office
of International Programs at CSU.
Each 13-month cycle applications for prospective students who failed to complete the
application process are shredded. The electronic file of the student is coded with
a "13" to indicate a purged file.
Each two year cycle, admission application packets are pulled from the storage racks
for each admitted student who has not enrolled at the university in the last five
years. The names, program and term of admission for each student are recorded in an
electronic database. The paper files are maintained by the University Archivists for
a period of two additional years. After such time, these records are shredded. The
electronic file of the student is coded with a "13" to indicate a purged file.
Records of individuals who have received a master's degree from the university are
maintained by the Graduate School withou interruption. Access to these files are limited
to staff assigned to the Graduate School office. The electronic file of the student
is coded with a "IS" to indicate an inactive student record.